Administrative Assistant

ADMINISTRATIVE ASSISTANT

Location: Dallas, TX
Employment Type: Full-Time | In-Office

Position Overview:

We are seeking a highly capable, discreet Administrative Assistant to support a business unit within
a larger corporate environment. This role is ideal for a polished, detail‑driven professional who thrives in a fast‑moving setting and can seamlessly shift between running a meeting agenda, preparing an investor‑ready presentation, and coordinating a complex multi‑city trip. This individual brings a forward-thinking mindset, embraces AI as part of their daily workflow to streamline tasks and enhance productivity, and enjoys finding efficiencies to enhance department operations.

This role requires full-time, on-site presence and involves regular movement between office areas, interaction with employees, site presence, interaction with visitors, and hands-on support of department operations.

Key Responsibilities:
Calendar & Scheduling

• Build and distribute meeting agendas; coordinate calendars and scheduling across internal
  teams, clients, brokers, lenders, and outside counsel
• Prioritize scheduling requests and protect leadership's time; coordinate with other assistants
  across the firm

Communications & Correspondence

• Manage and prioritize the leadership inbox and calendar, flagging what's urgent and handling routine items independently
• Draft, proofread, and organize correspondence, contracts, and other documents, applying strong attention to legal and business details
• Serve as a liaison between department leadership and internal teams, clients, vendors, and
  external partners.

Meeting & Document Preparation

• Prepare meeting materials (briefing memos, background research, and pre-reads) so leadership walks into every meeting fully prepared
• Design, create, and edit polished PowerPoint decks for board meetings, investor updates, and client pitches
• Use Claude AI and Microsoft Copilot as part of your daily workflow to accelerate research, drafting, summarization, and document preparation

Travel & Logistics

• Arrange all business travel — flights, hotels, ground transportation, and detailed itineraries — with the ability to adjust quickly as plans change
• Coordinate and plan client and investor meetings, tours, and dinners
• Prepare expense reports; enter travel and other receipts for payment by the accounting department

Asset Management Support

• Support the Asset Management team with onboarding of newly acquired assets — coordinating with third parties and internal teams
• Assist with coordinating signatures for legal and transaction documents

Judgment, Confidentiality & Discretion

• Apply sound business judgment when priorities shift or information is incomplete
• Maintain strict confidentiality across sensitive business, legal, and personal matters
• Handle confidential tasks and additional projects as assigned, with occasional after-hours availability

Qualifications & Experience:

• 5+ years of experience as an Administrative Assistant, paralegal, or similar role supporting a leadership or attorney
• Paralegal background or certification preferred, though not required; comfort with contracts, correspondence, and legal-style documents
• Must have demonstrated, hands-on fluency with AI tools — Claude AI and Microsoft Copilot are our daily stack, and comparable ChatGPT experience transfers well. We are looking for practical daily use, not just familiarity
• Advanced skills in PowerPoint and Word; able to produce and edit polished, board-ready materials independently
• Proven experience coordinating complex domestic and international travel
• Exceptional organization, follow-through, and written communication skills
• High discretion and sound judgment when handling confidential business and personal information
• Experience in commercial real estate is a plus, though not required

Benefits:

• Competitive base plus bonus
• Health, Dental, Vision Insurance
• Life Insurance and Long-Term Disability Insurance
• 401k with Company Match
• 529 College Savings Plan
• 3 Weeks PTO (front-loaded)
• Paid Holidays

#LI-DNI

Equal Opportunity Employer Statement
We are an equal opportunity employer and are committed to fostering a diverse and inclusive workplace. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other legally protected status.

Reasonable Accommodation
If you require a reasonable accommodation to complete any part of the application process or to perform the essential functions of the position, please contact us and let us know the nature of your request.

Recruitment Fraud Notice
Please be aware of recruitment scams. We will never request personal financial information or payment at any stage of the hiring process. All legitimate communication will come from an official company email address.